Insightly CRM Mobile App

The Insightly mobile app is a companion to the web application, carrying most of its features onto iOS and Android. The app was rebuilt in Flutter in June 2026, and several features are temporarily unavailable while that work completes.

⚠️ Feature availability changed with the June 2026 rebuild. Six features are temporarily unavailable, audio notes among them. The table below shows current availability for each feature.

On this page:

• Current feature availability
• Installing and updating
• How data is stored
• The Home page
• Settings
• Objects and records
• Email
• Scanning business cards
• Accessing custom objects and applications
• The calendar
• Recording audio notes
• Refreshing data
• Troubleshooting

Current feature availability

The Flutter rebuild made the app faster and more reliable, and brought Android and iOS into line with each other. Core CRM workflows continue to work; several legacy components were paused rather than delaying the release, and are scheduled to return.

Working

• Contacts and Organizations: view, edit and create records
• Opportunities: track deals, update stages, manage pipelines
• Tasks and Leads: to-dos, due dates, priorities
• Projects and Pipelines: progress and milestones
• Insightly calendar and upcoming activities
• Emails: view and log against contacts, leads and opportunities
• Standard and custom objects, including custom fields
• Sorting, grouping and tags
• Custom buttons
• Business card scanner
• Call logging: creates a task when a call is started from a contact, lead or organization detail page
• Settings
• Notifications
• Help and Feedback

Temporarily unavailable

ℹ️ Notifications themselves still arrive; only the in-app notification settings are paused. Configure your preferences in the web app and the mobile app will honor them.

The rebuild also sets up future integration with Insightly Copilot and additional CRM analytics, which is the reason the legacy components needed rebuilding rather than porting.

Installing and updating

Install from the Apple App Store or Google Play Store.

The Flutter version replaces the previous app automatically for users with auto-updates enabled. To control the timing yourself, disable automatic app updates in your device settings first.

⚠️ Updating signs you out. The app signs you out to perform an update, and you have to sign back in afterwards.

⚠️ Keep your device OS up to date. The app is built for current versions of iOS and Android. If you are on an older OS version and the app will not install or update, updating your device OS usually resolves it.

How data is stored

All data in the mobile app is stored online rather than on the device, which improves security and reduces load times.

⚠️ The app needs a connection to work. Nothing is held locally, so there is no offline mode.

The Home page

Shows dashboards created in the web application, subject to your permissions. Every dashboard and dashboard card available on the web is accessible here.

⚠️ Dashboard cards are read-only on mobile. They can be viewed but not edited or created.

Settings

Tap the menu icon in the upper left, then the settings cog at the bottom of the expanded menu.

Objects and records

Under Advanced Permissions, you see only what your role allows, as set up by administrators in the web application.

With permissions, users can:

• Create, edit, view and search records
• Convert Opportunities to Projects
• Convert Leads to Opportunities
• Use default or custom list views
• Sort by record fields
• Enable push notifications for task reminders, record updates or assignments
• Add or edit notes, comments, files and links

Email

View and send emails saved to Insightly. Search from the search bar, sort with the sort icon at the top of the list.

⚠️ Mobile email sends from your Insightly address, not your device's. The verified address in Insightly is used, regardless of what is configured in the phone's mail app.

Scanning business cards

Photograph a business card and Insightly creates a Contact or Lead from it. Existing Contacts and Leads can be updated the same way. Available on all paid accounts, and confirmed still working after the rebuild.

Three requirements before it will work:

⚠️ The card needs a first name and a last name, the photo has to be of the front of the card, and the card must be in English. A photo of the back of a card cannot be used.

1. Tap the menu icon in the upper left and select Contacts or Leads.
2. Tap the + icon. On iOS it is in the upper right; on Android, the lower right.
3. Select Scan Business Cards and allow camera access if prompted.
4. Take the photo. Flash helps in low light, Capture takes the shot, and Flip Camera switches to the front camera, though the rear camera is recommended.
5. Review the photo. Done on iOS or the check mark on Android accepts it, Cancel or X abandons it, Delete discards and returns to capture, and Rotate turns it.
6. The Contact or Lead record opens, either newly created or the existing match, and can be edited.
7. Complete with Done on iOS or the check mark on Android.

⚠️ Only the + on the Contacts and Leads objects offers scanning. Other + icons throughout the app do not.

ℹ️ If a scan result email never arrives, check that your email provider isn’t filtering it as spam. Whitelist notifications@insightlycrm.com to make sure scan results get through.

Accessing custom objects and applications

Custom objects behave exactly as standard objects do, so anything possible with a standard object is possible with a custom one. Custom applications contain only the objects selected for them, with access governed by profile assignment. Both are confirmed still working after the rebuild.

Custom objects. Open the menu drawer in the upper left and scroll down past the standard objects. Tap a name to open it, or the + to its right to create a record in it.

Custom applications. Open the menu drawer, tap the dropdown arrow beside the application currently being viewed, and select from the list.

⚠️ Custom objects and applications cannot be created, edited or deleted on mobile. They exist on mobile only as somewhere to work with records; the structure itself is web-only.

The calendar

Insightly events and tasks appear in the app's calendar.

⚠️ A task with no start date and no due date does not appear on the calendar at all. Tasks are placed by due date, or by start date if there is no due date. Without either, the task is invisible in calendar view.

Open the menu drawer in the upper left and tap Calendar. Dates with scheduled events show a series of dots indicating how many.

On the current date, the daily agenda orders tasks first, then all-day events, then timed events.

Seeing Insightly items in another calendar app

Two routes depending on subscription:

• Google or Exchange calendars. Paid accounts with a Google or Exchange calendar on the device can enable sync so Insightly items appear there.
• Insightly calendar feed. Accounts that are not paid can view a read-only version of the Insightly calendar in the device's calendar app. Editing tasks, events or milestones requires the web application.

⚠️ Viewing device calendar events inside the Insightly in-app calendar is currently paused. The Insightly calendar itself works; pulling your phone's own events into that view does not. This is the one feature area where part works and part does not.

Recording audio notes

⚠️ Currently unavailable. Audio notes are paused pending the rebuild. The steps below describe how the feature worked and will apply again once it returns.

Records up to 60 minutes of audio per file, attached to a record.

1. Open the record and select the Related tab.
2. Tap + in the upper right and select Note (with recording).
3. Allow microphone access if prompted.
4. Start recording. iOS: tap the orange circle beneath the time counter. Android: tap the orange microphone beneath the time counter.
5. To minimize, tap the Compress icon in the upper right. Recording continues while you work elsewhere in the app. Reopen on iOS through the record's Related tab and + > Note (with recording); on Android, tap the orange microphone at the bottom of the screen.
6. Finish. iOS: Done in the upper right. Android: Done in the lower right.
7. On the New Note screen, edit the note title, date and time, and add body text.
8. Complete. iOS: Done in the upper right. Android: the check mark in the upper right.

Existing audio notes

Audio notes live in the Notes section of a record's Related tab, alongside text notes. The count in parentheses covers both types. Notes order newest to oldest.

Tap a note to open it.

Details tab: note details, editable with the pen icon in the upper right.

⚠️ Only the text of an audio note can be edited, meaning whatever was typed during creation. The recording itself cannot be changed.

Related tab: related information, with the audio file itself under Files. The + icon adds related items.

Delete from either tab through the three-dot menu, or from the Notes section of the record's Related tab through the three dots beside the note.

Refreshing data

Viewing something for the first time fetches the latest data from the account, and it updates on each subsequent view.

To refresh manually, pull down from the top of the window while viewing a list or record. A refresh animation appears and disappears when the data has updated.

Troubleshooting

In order:

1. Refresh the data, as above.
2. Log out and back in through Settings, which resets the data. Worth doing when information is not updating or a feature is not behaving.
3. Check the app version on the Apple App Store or Google Play Store, and update if one is available.
4. Uninstall and reinstall, which clears any interference from automatic device updates.